WIXLIB

Kronos 8 Upgrade Guide for Timecard ApproversTimecard Signoff Wizard (Manage My Department Workspace)“Sign off” is what each manager must do after the end of the pay period. Time cannot be written to thepayroll system until it is signed off.The Timecard Signoff Wizard guides you through the items to review prior to signing off on time cards.1In the Manage My Department workspace, click Timecard Signoff on the Related Items Pane.The first item opened is the Request Manager.You can set up the date range to review the Previous Pay Period, or you can select the PreviousSchedule Period to see the Previous Pay Period.2Look to see if any requests were canceled that should be approved, as well as new requests that needapproval.3When you have approved/processed all time off requests, click Next to open the Pay Period Closegenie.4Click theRefresh icon to update the status.The Pay Period Close genie shows whether employees have approved their time. Children’s policyrequires that all employees approve their time each pay period.This means that, for an exempt employee, when the timecard is blank, they have worked their fullschedule without taking any time off. The Non-Prod Hours will indicate the PTO hours taken.9

Kronos 8 Upgrade Guide for Timecard Approvers5Click to highlight specific rows for signoff, or if everything looks correct, click Select All Rows.6Click Approval, then select Sign Off.10

Kronos 8 Upgrade Guide for Timecard ApproversA message displays – Click Yes to continue.7Click Done in the upper right.8In the Info window, click OK to complete the sign off on the timecards; click Cancel to return toediting the timecards.11

Kronos 8 Upgrade Guide for Timecard ApproversView an Audit Trail1In the Manage My Department workspace, click Timecards on the Related Items Panel.2Where Go To is actively displayed, click it and select Audits.3Use the dropdown list to select the Category you are looking for (Comments, Schedule Audits,Corrections, Requests, etc).4Use the dropdown list to select the Type of Edit (All, Shifts, Pay Codes, etc)5Select the Pay Period or date range6Select the employee group to audit.12

Kronos 8 Upgrade Guide for Timecard Approvers7Search for or select the employee to see the results for that employee. The results are displayed oneemployee at a time.13

Kronos 8 Upgrade Guide for Timecard ApproversEditing Approved Time Off in Schedule Editor (Manage My DepartmentWorkspace)Use the Schedule Editor to edit time off that meets these three requirements: The time off is already approved through a time off request The approved time is not going through the cancelation process their time card is not yet approvedExamples:If someone submitted a request for 2 days and indicated 16 hours in the hours per day, instead of 8, andyou approved the request, you can Go To the Schedule Editor from the timecard or from any geniewhere you have highlighted the person.For managers with scheduled employees, you can select the Schedule Editor from your Related ItemsPane. To pull in your employees with schedules, select All Home Locations.Once your employees are loaded, right-click on the pay code you need to edit. The Edit Pay Code pagewill open. Make the appropriate change and click Apply.14

Kronos 8 Upgrade Guide for Timecard ApproversFinding Intermittent Leave Time and Using the Quick Leave EditorClick QuickFind and select Intermittent Time Requests to see if any employees on an intermittentLOA have recorded leave time.You will see hours in the FMLA Hours Taken column. If you need to adjust the hours, click tohighlight the employee and then click the Go To button in the upper right – Go to the Quick LeaveEditor.Kronos 8 Note: This process replaces the Kronos 6 intermittent time request that employees submittedand managers had to approve, project and commit to the timecard. Also, there is no email notification tomanagers that intermittent time has been requested, since it is not a request process.Note: Quick Leave Editor can also be opened from the Go To Link workspace on the WorkspaceCarousel.Note: If no employees are on an LOA, the Quick Leave Editor will show that there are no approvedLOAs. This page will only be open and available if an employee has an approved leave of absence.15

Kronos 8 Upgrade Guide for Timecard ApproversNormally, the employee will enter their intermittent time in the Quick Leave Editor. Managers will useIntermittent Time Requests QuickFind to view if an employee has submitted any time for the leave.The Quick Leave Editor also allows for time to be entered non-sequentially, so the employee can puttime in for the 8th, save that entry and go back and put something on the 1st. When you view thetimecard, you will see the FMLA hours credited and the system will appropriately apply time off (basedon the rules set up in their leave case) and apply any available balances.Note: Exempt staff on a FMLA should record time off in quarter-hour increments16

Kronos 8 Upgrade Guide for Timecard ApproversUsing Workforce GeniesA Workforce Genie allows for in-depth monitoring of time information in Workforce Central.Workforce Genies are QuickFind links in the navigator. They display employee information in asummarized, easy-to-read format.Using a Workforce Genie, you can: Locate employees and access their timecards Generate reports for one or more employees Review summarized information at-a-glance for quick analysisRefreshing and Sorting Data in a GenieYou can display the most current information in the application and sort the columns to group togetherspecific information. The following table describes the Refresh and Sort actions.RefreshClick the Refresh button to display the most current information. This ensures thatyou are viewing the most recent changes made to employee data.The Last Refreshed time in the upper-left corner of the page identifies the last timeyou accessed the page or the last time you clicked Refresh.Sort arrowsClick the column headings to sort data by the selected column. Clicking a columnheading a second time reverses the sort order. A down arrow shows the sort orderas descending; an up arrow shows the sort order as ascending.Sort numbersClick a second column heading to sort the data a second time according to thesecond column. The second column becomes the primary sort, and the first columnbecomes the secondary sort. A number appears in each column heading next to theup and down arrows to show the first and second sort criteria.17

Kronos 8 Upgrade Guide for Timecard ApproversExporting Workforce Genie DataYou can export information from a Genie to other applications, such as Microsoft Excel, where you cananalyze the data further.1Open a Genie.2Click the Share icon.3Select the format to download: Print, Excel or CSV.Note: You may prefer using the CSV format when working with numbers that you will use incalculations. Microsoft Excel can also open CSV files.4The downloaded files display at the bottom of the Kronos window.18

Kronos 8 Upgrade Guide for Timecard Approvers5Click the caret to continue.Or, click Show in Folder (your C:\Users\CE000000\Downloads folder) or Show All to open a newwindow with all of your downloads listed by date.19

Kronos 8 Upgrade Guide for Timecard ApproversCommon GeniesThese are common genies to use - some are focused on reviewing timecards, to help find where theremay be issues to review: Accrual Reporting Period Genie The Accrual Reporting Period Genie displays each employee’s accrued time for eachaccrual code in the employee’s assigned accrual profile. You can quickly see up-to-dateaccrued-time balances, such as vacation and sick time. Employees with PTO balances See current balances of all your employeesCheck Overtime Lists any employees with overtime and displays the overtime and their payrule. Thepayrule is helpful to see if an employee is set up in a rule that does not match how theyare being scheduled.Cancel Deduction Exception Identifies employees that have canceled a meal deduction. All employees should bereceiving a meal break if they are working more than 6 hours. Ideally we would not havecanceled meal breaksPhone list for all employees Provides up to three phone numbers for employeesWill see the same genies we have under the QuickFind Intermittent time requests Return to work Leave Cases20

Kronos 8 Upgrade Guide for Timecard ApproversHyperFind Queries (Get Support Workspace)HyperFind queries are used to define employees to be viewed in your genies. For example, the AnyOvertime HyperFind query only selects employees with overtime hours. The Exception HyperFindonly selects employees with exceptions.When you run a genie or report, you select a HyperFind query (as well as a time period) to define theemployees you will be viewing and working with.The HyperFind queries are listed in the dropdown list:So, when you run the Payroll Close genie, for example, you decide which group of employees to viewby selecting one of the HyperFind queries in the list.21

Kronos 8 Upgrade Guide for Timecard ApproversOpen Hyperfind Query Setup1On the Workspaces Carousel,click the arrows to see the GetSupport workspace.2Click the workspace in theCarousel.3Click Setup.4Click Hyperfind Queries.In the Visibility column, Public means the HyperFind query is available to all users; Personal meansonly you can view the HyperFind query.22

Kronos 8 Upgrade Guide for Timecard ApproversCreate a Personal or Ad Hoc Hyperfind QueryIn addition to the HyperFind queries that come with Kronos, you can create your own Personalhyperfinds. If you need assistance in creating a hyperfind, please contact HRIS@childrensmn.org.For example, to create a query of Department 9090 employees who have a FNL pay code, follow thesesteps:Step 1. Add Conditions1Select New.2The Select Conditions tab displays a list of filters. In the Filters list on the left side, click the signto the left of Time Management and select Pay Code. The Select Pay Code list displays.3Retain the default of Include, leave Worked set at more than, then enter an Amount of 0.00.23

Kronos 8 Upgrade Guide for Timecard ApproversTo exclude terminated employees in any Hyperfind Query, follow these steps: In the Timekeeperfilter, selectEmploymentStatus Keep the defaultof Include Keep the defaultof Status: Active Keep the defaultof As of: Today4Specify Visibility and a unique Query Name. Enter a Description if desired.Notes: If you select Ad Hoc, keep in mind that the conditions are saved and the title Ad Hoc displays inthe Genie list only until you log off the current session or you change the conditions. If you select Personal, the New Name field becomes active. Enter a name for the query andclick OK. Personal HyperFinds remain after logging off.5Click Save.Step 2. Edit a HyperFind Query:In the Get Support/Setup Workspace1Select the query from the Hyperfind Queries list and click Edit.2Change Visibility to Personal or Ad Hoc.24

Kronos 8 Upgrade Guide for Timecard Approvers3Add or remove conditions.4Save.As you select a HyperFind query for a genie1Select the query in the dropdown list and click the Edit button. The current query conditions aredisplayed.2Change the Visibility to Personal or Ad Hoc. Now you can add, edit and delete conditions.3To save an Ad Hoc or Personal HyperFind, click Save As.25

Kronos 8 Upgrade Guide for Timecard ApproversStep 3. Test the HyperFind Query1Click the Test tab to test the HyperFind query and make sure it includes employees you want.2Select a Time Period if you want one different from the default, and click Refresh:A list of employees who meet the conditions for the Time Period display.3Click the Save or Save As. options.Tips for Creating a Successful HyperFindA HyperFind query is a very powerful tool. Take the time to explore the many conditions you canchoose and how those conditions work together. Note the distinction between the following conditions:Primary accounts are the accounts employees are assignedto based on their labor level.Accounts worked are accounts an employee has worked in.This includes their primary account and as well as otheraccounts worked.26

Kronos 8 Upgrade Guide for Timecard Approvers A common mistake to avoid is adding a condition of Last Name when you really want a specificperson. If you select the Last Name condition and the person on whom you are creating a querydisplays in the Search Results box, it appears that you can select that one name and add it as acondition.In this example, it appears that you can select Joanie Hanson as a condition.However, the Selected Condition is Last name is Hanson. This means everyone with the last nameHanson in the organization will be included in the HyperFind query. Instead, to narrow yourcondition to one person, select the name in the Search Results list and then choose the By FullName condition:27

Kronos 8 Upgrade Guide for Timecard ApproversDelegating Your Kronos Actions to Another ManagerTo Delegate1Select Manager Delegation from the Related Items Pane. Leave the Categories set at All.2Select Mgr Delegation.3In the New Delegation window, choose the delegated manager and enter the dates. The start datemust be today or a future date.4Select the correct profile – either with Kronos schedules or without.28

Kronos 8 Upgrade Guide for Timecard ApproversTo Accept or Decline a Delegation1You will receive a Groupwise e-mail indicating that a delegation request has been sent to you.2Log into Kronos, click Inbox in the Related Items Pane and open the task.3Either Accept or Decline the delegation request. A Groupwise e-mail will be sent to the requestorwith your response.4To switch roles, once you accept a request, Sign Out and then log back into Kronos.29

Kronos 8 Upgrade Guide for Timecard ApproversEnter and Approve My Own Timecard (My Information Workspace)1Click the arrows to spin the WorkspacesCarousel to My Information, then clickthe workspace in the Carousel to open yourtimecard.2Select your pay codes from the Enter Pay Code dropdown list and put the number of hours on theday.3Click Save to update your timecard.4Before the end of each pay period, you need to verify that your timecard is accurate. Click ApproveTimecard and Save.30

Kronos 8 Upgrade Guide for Timecard ApproversRequest Time Off on My Calendar (My Information Workspace)Use My Calendar to request time off and to see the status of your own requests and approved time off(PTO days are displayed in green).Important Note: PTO accrual totals are updated when requests are approved, not when submitted.Click for Day, Weekand Month viewsClick to request time offClick to select what isdisplayed on the calendarClick to select thetime period to view;clickto select adate range1Click the arrows to spin the WorkspacesCarousel to My Information, then clickthe workspace in the Carousel to open yourtimecard.2In the My Information workspace, click My Calendar in the Related Items Pane.31

Kronos 8 Upgrade Guide for Timecard Approvers3Click the Request Time button to open the Request Time Off window.4Select the Type (PTO, PTOS)5Enter dates.6Enter your Start Time.7Enter the number of hours.8Enter Notes, if desired.9Click Draft to save the request on yourcalendar.10 Click Submit to send the request toyour manager for approval.Key things to remember: Your start and end dates should not cross over a weekend – or it will take PTO for Saturday andSunday. If you add another time off period – it should be for the following week to avoid theSaturday/Sunday issue – or is a single vacation.A separate request needs to used for a different date range. This makes it easier for the approvalprocess – as well as if any changes need to be made by canceling time. If everything is in onerequest and an employee wants to cancel just 1 day – the entire request is canceled. If they are doneseparately, it is easier to cancel. 32

Kronos 8 Upgrade Guide for Timecard ApproversGenerating Standard Reports (Manage My Department Workspace)You can generate reports on a daily, weekly, pay-period basis, or any time you need information toaccomplish your business tasks.12Determine if you want the report to include all employees or specific employees: To specify one or more employee, access a G

The Workforce Central log on page provides access to all the features of the Workforce Central application, where you perform your time and attendance tasks. 1 . Click . Time Management at the top of any Children's Star Net page . 2 . Enter your Children's network user name and password in their designated fields. 3